VDIT Women in IT Workshop: Building AI Confidence in Higher Education

Inspiring Women in IT to Lead the Digital Transformation

In September 2025, the VDIT Women in IT community gathered at RMIT University and online for a transformative half-day workshop focused on Artificial Intelligence (AI) in higher education. Delivered by Rapid Circle’s Microsoft AI specialists Andrew Fix en Damien Margaritis, the event brought together IT professionals, digital leaders, and project managers from universities across Victoria and Tasmania, including Victoria University, UTAS, Swinburne, ACU, University of Melbourne, en La Trobe. The goal was to explore the practical power of AI tools and strategies.

Rapid Circle is deeply committed to supporting women in IT, both within our own team and across the broader technology community. We are proud of the talented women who drive innovation and deliver outstanding service to our customers every day. While we celebrate their achievements, we also recognise that our journey is ongoing. We are actively working to see more women represented across all roles, from technical specialists to leadership positions. By fostering an inclusive culture, investing in professional development, and partnering with initiatives like the VDIT Women in IT community, Rapid Circle is dedicated to breaking down barriers and empowering women to lead the digital transformation in higher education and beyond.

Attendees arrived early, sharing coffee and stories as they connected and prepared to learn. The group represented a wide range of backgrounds in IT service management, digital campus services, and project leadership, which set the stage for rich discussion and collaboration.

Session 1: Welcome to the World of AI

The morning began with a warm welcome and an interactive icebreaker, inviting each participant to share their role and what they hoped to learn about AI. This inclusive approach underscored the importance of diversity in technology and set a supportive tone for the day.

Damien Margaritis and Andrew Fix led the first session, demystifying AI by tracing its journey from Alan Turing’s “thinking machine” in 1950, through the birth of the term “Artificial Intelligence” in 1956, to today’s generative AI breakthroughs like Microsoft Copilot en ChatGPT. Attendees learned about foundational concepts such as machine learning, neural networks en generative AI. These topics were explained through relatable analogies and real-world examples.

This historical journey helped attendees understand how AI has evolved from rule-based systems to today’s generative models that can create text, images, and even code. The presenters emphasised that while early AI could only perform narrow, pre-programmed tasks, modern AI systems learn from data and can generate original content, marking a significant shift in capability and accessibility.

To make these concepts more relatable, the presenters used analogies throughout. For example, machine learning was compared to learning to ride a bike through trial and error, while neural networks were likened to layers of filters that progressively detect edges, shapes, and objects in an image.

Session 2: Strategic AI Skills for the Modern Professional

After the foundational introduction to AI, Session 2 shifted the focus to the practical and strategic skills needed to thrive in an AI-powered workplace. The session, led by Damien Margaritis and Andrew Fix, was structured around six core themes, each designed to build confidence and capability for women in IT.

Why AI Skills Matter

The session began by highlighting the pervasiveness of AI in daily life, from smartphones and streaming recommendations to healthcare diagnostics and finance. Attendees were reminded that AI is not just a technical trend, but a core competency for the modern professional. In higher education, AI skills help staff improve student support, enhance workflows, and drive innovation. Teams that leverage AI tools outperform those that don’t, making AI literacy essential for future-proofing careers and boosting productivity.

AI Awareness & Literacy

Building on this foundation, the presenters emphasised that true AI awareness goes beyond simply knowing that AI exists. It’s about understanding the fundamentals: AI is not magic, but a set of algorithms trained on data to recognise patterns and make predictions. The session clarified the differences between narrow AI (like chatbots), generative AI (which creates new content), and predictive AI (which forecasts outcomes). Attendees also learned to recognise AI’s limitations, such as hallucinations, bias, and the absence of human judgment or empathy.

Practical awareness was encouraged by spotting AI in everyday university tools like learning management systems, chatbots, and analytics dashboards. The importance of understanding the “black box” nature of AI outputs was stressed, with a reminder to always ask, “How was this result generated?”

Data Literacy

A key message was that “garbage in, garbage out” still applies in the age of AI. Attendees were encouraged to question and interpret AI-driven insights by asking:

Where did the data come from?
Is it complete and unbiased?
Does the output make sense in context?

AI is only as good as the data behind it, and critical thinking is essential for meaningful results.

Prompt Engineering & AI Tool Proficiency

The heart of the session was a hands-on “prompt master class.” Attendees learned that the quality of AI outputs depends on the quality of the prompts. Using the GCSE framework (Goal, Context, Source, Expectations), participants practiced crafting detailed prompts and saw firsthand how specificity leads to better results. For example, a vague request like “Write a blog post about sustainability” produced a generic response, while a detailed prompt specifying audience, length, and examples yielded a much richer draft.

Key competencies included:

Crafting clear, context-rich prompts
Using techniques like few-shot examples and role-based prompting
Iterating and refining prompts for consistency

Critical Thinking & Ethical AI Use

The session reinforced that AI is a powerful assistant, but not infallible. Attendees were encouraged to validate outputs, identify bias, and ensure decisions remain human-led. Ethical AI use means applying institutional values, legal compliance, and responsible practices. Key questions included:

Is the AI output factually correct?
Could the result reflect bias from the training data?
Does this align with institutional policies, privacy laws, and academic integrity?
Can I explain how this output was generated?

Continuous Learning & Adaptability

Finally, the presenters stressed that AI evolves fast, and skills need constant updating. Practical steps included joining AI literacy programs, experimenting with AI tools in low-risk tasks, and engaging in peer learning communities. Lifelong learning is essential in an AI-driven workplace.

The session concluded with an interactive Q&A, where participants discussed how they might apply these skills in their own roles. A quick knowledge check reinforced key takeaways, and the importance of always reviewing AI-generated content before using.

Attendees left the session with a toolkit of best practices, including good prompting, verifying AI outputs, and ethical considerations, ready to apply in their daily work and to share with colleagues.

Session 3: AI in Action. Demos! Demos! Demos!

To wrap up the day, the Rapid Circle team delivered a dynamic session packed with real-world examples showcasing the power of Microsoft Copilot in action. They explored how Copilot is embedded across the Microsoft 365 ecosystem and demonstrated practical use cases that resonated with the audience. Key highlights included:

Discovering where Copilot can be found across Microsoft 365 apps and services.
Enhancing communication with Copilotin Outlook and Microsoft Teams.
Leveraging the Copilot Researcher agent to gather insights on specific topics, and how to turn that research into usable content.
Seamlessly moving from Researcher into Word, then creating a PowerPoint presentation with minimal effort.
Unlocking the potential of Copilot Notebooks for structured thinking and planning.
Creating compelling visuals, videos, and more with Copilot Create.
Creating Copilot Agents with Agent Builder in Teams and Copilot Studio.

Human Impact: Voices from the Workshop

Survey feedback captured the spirit of the day:

“The relevance to me and what I had access to but didn’t know it.”

“Tailored, thoughtful content based on our needs, but educating us with information that will benefit AI discussions in the workplace. Demonstrations of real use cases were especially helpful.”

“Damien and Andrew were very knowledgeable in the topic of AI. They had a friendly and relatable approach to sharing their knowledge and made it relevant.”

Attendees expressed a desire for longer sessions and more time for Q&A, reflecting high engagement and curiosity. The workshop’s hands-on approach and relatable presenters made complex topics accessible and actionable.

Talking The Same Language

A key theme that emerged from our discussions was the importance of “talking the same language” when it comes to AI. Drawing on the Microsoft Frontier Firm concept, it’s clear that conversations about AI often lack essential context, people use the term “AI” broadly, without clarifying what kind of solution they mean. Is it a personal assistant, a collaborative human-agent team, or a fully agentic, autonomous system?

This distinction is vital for effective communication and decision-making in higher education. By ensuring that everyone is on the same page and understands the specific type of AI being discussed, leaders can make informed choices about adoption, integration, and strategy.

Rapid Circle is committed to helping universities and their stakeholders develop a shared vocabulary and clear understanding, so that AI initiatives are purposeful, aligned, and truly transformative.

If AI had a personality, it would be Rapid Circle—smart, engaging, and just cheeky enough to keep us laughing while learning.” – Taryn Cathcart (Goering), Senior Project Manager – Victoria University]